Job Description

• Part-time Contract engagment 6 months + extensions possible
• Fully remote (U.S.-based)
• 15–20 hours per week
• Flexible scheduling, aligned with expense reporting and travel needs

Client is seeking a highly organized, detail-oriented Part-Time Virtual Assistant (VA) to support the Senior Executive Assistant (SEA) to the CEO by managing high-volume, repeatable administrative tasks. This role is critical to improving operational efficiency and allowing the SEA to focus on higher-level executive support.

The ideal candidate thrives in a virtual environment, follows established processes with precision, and brings exceptional accuracy, discretion, and reliability to their work.

Key Responsibilities

Under the direction of the Senior Executive Assistant, the Virtual Assistant will:

Expense Management

• Process and reconcile detailed CEO expense reports
• Ensure compliance with company policies
• Manage and submit vendor invoices accurately and on time

Travel Coordination

• Partner with the CEO’s travel agent to support domestic and international travel logistics
• Enter and maintain accurate itineraries, including flights, accommodations, and ground transportation

Calendar Support

• Assist with repeatable calendar-related data entry, primarily travel entries

Systems & Documentation

• Manage files and documents within Google Workspace to ensure information is organized, accurate, and easily retrievable

Process Adherence & Efficiency

• Follow standard operating procedures (SOPs) precisely for all repeatable tasks
• Identify opportunities for minor efficiency improvements within established workflows

Qualifications

Required

• 2–5 years of experience in an administrative or virtual assistant role
• Experience supporting a senior-level executive assistant (not directly supporting a CEO)
• Strong proficiency in Google Workspace (Docs, Sheets, Calendar, Drive)
• Demonstrated experience handling repeatable administrative and data-entry tasks
• Excellent attention to detail and ability to pass an accuracy test
• Strong written and verbal communication skills in English
• Ability to manage time effectively and prioritize recurring tasks
• High level of integrity, discretion, and professionalism
• Comfort learning new tools and systems quickly
• Reliable, high-speed internet and a distraction-free home workspace

Nice to Have

• Prior virtual assistant experience
• Experience with expense reporting tools (e.g., Concur)
• Experience supporting travel coordination for senior executives

Why This Role Matters

By offloading repeatable administrative work, this role directly enables the Senior Executive Assistant to provide higher-level, strategic support to the CEO improving executive effectiveness and overall operational efficiency across the business.

Eligibility Requirements:

• Legal authorization to work in the U.S. is required.
• As a contractor, including remote contractors, you may be required to complete a background check.

As a contractor, you will be paid for the time you work; this does not include paid time off (PTO) or holidays. If you participate in our Payroll Services (W2) engagement, you may be eligible for Paid Sick Leave (PSL), depending on your work location and state-specific regulations.

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